Legal Admin Assistant
Overview
A global AI cloud platform provider is seeking a Legal Administrative Assistant to support their Legal teams and Company Secretary. This role involves handling day-to-day legal administrative tasks, invoice and payment processing, corporate housekeeping, compliance, and operational duties across multiple local and foreign legal entities.
Responsibilities
Administrative & Operational Support
- Assist Legal teams and Company Secretary with daily administrative activities.
- Support office operations, team administrative coordination, and welfare activities.
Legal Documentation & Corporate Support
- Receive, prepare, organize, and process paper and electronic legal forms and documents, including corporate and regulatory filings.
- Manage document signing processes, including electronic signature workflows and physical signatures.
- Handle incoming and outgoing legal documentation and coordinate document retrieval logistics.
- Prepare and request residency certificates, taxpayer confirmations, company statements, and similar corporate documents.
- Coordinate notarization, legalization, apostille, and certification processes with notaries and tax authorities.
- Archive and maintain structured legal and corporate records and document repositories.
Corporate Governance & Company Secretary Support
- Support the Company Secretary with corporate governance administration activities.
- Track and monitor incorporation steps, company registrations, amendments, and liquidation processes.
Treasury & Finance Coordination
- Process legal invoices, payment requests, vendor setup activities, and ZIP tickets for the legal department.
- Coordinate with Finance, Treasury, and Procurement teams regarding payments, approvals, and corporate information requests.
- Liaise with treasury regarding company registrations, bank account openings/closures, and corporate information requests.
Requirements
- 3–5 years of experience in administration, corporate housekeeping, company secretarial support, or legal operations.
- Experience in an international corporate environment, in-house legal department, or corporate services provider.
- Experience supporting multiple international legal entities is advantageous.
- Proficiency with tools such as DocuSign, Jira (for ticketing and task tracking), and Microsoft Office Suite.
- Comfortable using document storage systems (e.g., shared drives).
- Basic knowledge of budgeting tools or invoice processing platforms (e.g., ZIP).
- Service-oriented mindset with strong organizational and multitasking abilities.
- Excellent attention to detail and document accuracy.
- Ability to manage multiple deadlines and stakeholders simultaneously.
- Strong record keeping and archiving capabilities.
Preferred Qualifications
- Understanding of corporate governance, legal documentation, and entity management.
- Familiarity with incorporation processes, powers of attorney, notarization, apostille, and legalization procedures.
Compensation & Benefits
- Competitive compensation
- Career growth and learning opportunities
- Flexibility and work-life balance
- Collaborative and innovative work environment
- Opportunity to contribute to impactful AI projects
- International environment with talented teams
Location
This role supports multiple international legal entities and requires coordination across various jurisdictions. Applicants must be authorized to work in the country where they apply and will be required to provide proof of employment eligibility as a condition of hire.
Equal Opportunity
The employer is committed to fostering an inclusive and diverse workplace and provides equal employment opportunities without discrimination based on race, color, religion, sex (including pregnancy), national origin, ancestry, age, disability, genetic information, marital status, veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by applicable law.
Applicants requiring accommodations during the application process are encouraged to request them.